Fleet Operational Assistant

TN United Kingdom; London; On-site; GBP 30,000 - 36,000; Full time

Job description

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Job Summary:
We are seeking a proactive and organized Fleet Operational Assistant to manage various operational tasks, including the coordination of our fleet of vans and cargo bikes, supplier management, and maintenance oversight. This role is crucial to ensure that all vehicles are functioning efficiently, and administrative tasks are completed on time, contributing to the overall smooth operation of our business.

Key Responsibilities:

1. Fleet and Parking Management:

• Oversee the daily management of our fleet, including vans and cargo bikes.
• Ensure proper parking arrangements and pay parking fees when necessary.
• Perform regular security and condition checks on fleet vehicles.
• Drive vans of any size when needed.
• Ride cargo bicycles when needed.

Operational Coordination:

• Coordinate the work of mechanics and monitor vehicle maintenance, including battery management and repairs.
• Export and manage job details through platforms like ZOHO for generating customer invoices.
• Prepare and review operational reports, including audit reports for batteries, repairs, and supplier invoices.
• Maintain accurate records of parts procurement and coordinate with suppliers to ensure timely deliveries.

Fleet Administration:

• Regularly update Fleetio or equivalent systems to track vehicle assignments, statuses, and repairs.
• Manage the creation of repair invoices and damage reports for both vans and cargo bikes.
• Conduct audits of supplier invoices and ensure all operational documents are up to date.

Communication and Reporting:

• Communicate regularly with internal teams, mechanics, and external suppliers to manage the operational flow.
• Prepare detailed reports on vehicle usage, parts procurement, and repair activities.
• Make visits to suppliers, garages, hubs, or other relevant locations as needed to ensure the continuity of operations.
• Attend in-person and video meetings when needed.

Work Schedule:

• Monday to Saturday, with occasional urgent tasks requiring immediate action, particularly on weekends or after hours.

Qualifications:

• Strong organizational skills with a focus on operational efficiency.
• Intermediate knowledge of Google Sheets or Excel for tracking and reporting purposes.
• Prior experience with fleet management, vehicle maintenance, or operational logistics is highly desirable.
• Ability to communicate effectively and manage relationships with external suppliers and internal teams.
• Attention to detail and problem-solving skills are essential.

Required Documentation:

• Proof of Right to Work in the UK.
• Proficient in reading, writing, and speaking English.
• Fluency in Portuguese is essential.
• Full UK Driving Licence.
• Valid Passport for international travel.
• No existing medical conditions that could affect job performance.
• No criminal records.

Preferred Skills:

• Hands-on experience with vehicle maintenance and parts management.
• Familiarity with operational reporting and auditing.
• Ability to prioritize tasks and work independently in a fast-paced environment.

Salary: Initial £30,933.76 per annum.

Work hours:

• Monday to Friday (08:30 - 17:30)
• Saturday (09:00 - 16:00)

During the selection process, we will have tests for thinking skills, maths, and computer use, along with some interviews and questionnaires to see if candidates are a good fit for the job.

Requirements:

• Essential previous fleet admin/advisory/assistant related experience.
• Experience of corresponding and communicating with employees. Proven experience working within a constantly changing environment.
• Essential working knowledge of fleet management.
• Proficient in MS Office / Google Docs and HR Systems (CRM, ATS). Proven written, numerical, communication, and verbal skills. Accurate typing skills recognizing the need for attention to detail.
• Fluent English. Knowledge of Spanish, Italian, or Portuguese is a plus.
• This position requires traveling between depots and the two London offices in NW10 and WD6, as well as our base in Crawley.